How to prevent data loss in your business

Different types of data loss

These are the main types of data loss:

• Hard drive failure
• File corruption via a virus, software error or malware
• Computer theft
• Fire or water damage
• Human error / accidental or unknowing deletions, modification or overwrite
• Power failure

7 preventative steps to take against business data loss

1. Back up data regularly

Make sure your business is not left in a devastating position and back up your data regularly. You don’t want to be in a situation where someone turns to you and says, ‘we told you’. By backing up your business’s data regularly, ensure you store copies. Best practice advises that business should have several backups of your company’s data; this means that if something goes wrong with the original version, all your critical data and information is not lost.

When carrying out a data backup, make sure to encrypt the backup files for an extra layer of protection. A key solution is to also consider offline backup.

2. Antivirus solutions & firewall

Keep all devices up to date with the latest anti-virus software solution and consider installing a firewall for further protection.

3. Protect from power surges

Not only are power outages or power surges in the workplace frustrating, but they can cause chaos on your network or computer systems, leading to data loss. To protect against power surges, you’ll need a power supply that won’t be interrupted.

The goal is to have an emergency power supply or an uninterruptible power supply (UPS). A UPS ensures smooth performance without under- or over-voltage surges; it is an ideal solution for businesses that have their own network servers.

4. Be aware of current online scams

If you’re not working with a managed service provider, then be aware of online scams. Keep up-to-date with the latest scams, or what to look for from suspicious emails or attachments. The main advice here is to not open anything suspicious, educate your staff and stay atop the latest methods.

5. Develop a robust security policy

Another preventative action to take is creating a robust IT security policy for all devices in your workplace. This can include simple measures such as always locking your computer screen when you’re leaving your desk, and never leaving a laptop unattended.

6. Encrypt sensitive data & implement a password policy

By encrypting data and encoding it in a way that only authorised parties can access it, you add another layer of protection to your data.

When combined with a solid password policy, this is effective and preventative action against data loss. A password policy should follow these simple rules: contain both upper and lowercase characters, at least one number, and at least one special character.

7. Provide team training on how to protect company data and prevent a data loss breach

An educated team is one of the most effective to take preventative action against a data breach or data loss. By providing regular training to your team on how they can protect company data, they will be able to spot anything that doesn’t seem right, as well as ensure proper security measures are followed.

Other top tips include:

• Don’t delete a file if you don’t know what it is. It could be a system file, so it’s always best to check with your IT department before deleting anything – when in any doubt, ask an expert!
• Keep all computers in a safe, dry and dust-free environment - avoid keeping liquids close to your computer or laptop. Consider having a ‘no food or drink policy’ at work desks
• Keep work devices and equipment up to date with the latest security measures in place and updated systems
• Consider developing a disaster recovery plan
• Decide to specify different access levels within your organisation. By doing so, you can prevent specific employees from accessing certain kinds of data on your network and protect particular data from being accessible to teams who don’t require access to it as it’s not necessary to their job role. Avoid giving everyone the same access level or granting unnecessary access to data or files. Speak to your IT team for more guidance, they should be able to create different access levels for your business, alongside creating policies and restricting usage of company data as well as have employees sign a security agreement when they’re hired
• Lastly, have you considered working with an IT security expert or hiring an IT security company? When working with an outsourced IT expert like Bluecube, they can develop and execute an efficient and effective IT strategy, working with you to better secure your business data and prevent data loss or a data breach.

The solution: Offline data backup

There are two main ways to backup your data offline; 

You can export your data onto offline disks, hard drives or other physical entities that you can access when needed. This is often referred to as 'local backup'. A local backup refers to a backup stored on physical media like disks or tapes, situated either on-site or in close proximity to the data source. This proximity results in quicker backup and restoration processes, granting organisations enhanced control over data access. However, this convenience is accompanied by a significant drawback: the backup's physical closeness to the source. Consequently, these backups face similar vulnerabilities as the source itself, including risks such as fires, floods, and other natural disasters. It will still be easily accessible.

The other, more secure option, is to have a 3rd party backup your business' data, like an MSP. They can externally store, secure and monitor your data which removes the physical risks of it being in your own vicinity. Bluecube are a managed IT service and cyber security provider that can do this for you, without the risks of data loss, downtime or internal, physical risks. 

Are you looking to better secure your business data? Why not talk to our cyber security or cloud storage experts and take preventative steps towards negating business data loss? Worried your data isn’t as secure as it could be?

Give us a call on 0845 257 8010 or fill out our online enquiry form, and one of our team will be in touch with you shortly.